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Executive Assistant

Redwood City

We are looking for talented professionals to be a part of a dynamic team. We place a focus on professionalism, kindness, integrity, and a high level of confidentiality, with the goal to deliver best in class service while providing a positive working experience for its staff.

Growing private Family Office is looking for talented professionals to be a part of a dynamic team. The Family Office prides itself on professionalism, kindness, integrity, and a high level of confidentiality, with the goal to deliver best in class service while providing a positive working experience for its staff. 

The Executive Assistant is responsible for providing comprehensive support to the Director, Intelligence & Investigations Programs, Director of Finance, and Director of Technology Projects & Program Management as well as assisting with various department functions as needed. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

 

Core Duties & Responsibilities: 

  • Provide calendar management; prioritizing inquiries/requests and making informed judgements and recommendations to ensure smooth day-to-day operations
  • Complete a broad variety of administrative tasks that facilitate each leader’s ability to effectively lead their functions, including, but not limited to, assisting with special projects, designing documents and presentations, collecting and preparing information for meetings with staff and outside parties, record management, composing correspondences, making travel arrangements, preparing trip itineraries, completing expense reports, and memorializing notes and action/follow-up items in meetings
  • Work closely with each assigned leader to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Keep the assigned leader  up-to-date on any key information and changes throughout the day and anticipate the needs in advance of meetings, conferences, etc.
  • Act as a liaison between the leader and their direct reports by ensuring clear communication of actionable items and pertinent information needed to support their team’s operations and push projects forward
  • Assist with onboarding new hires by coordinating schedules, preparing materials, facilitating introductions, and ensuring a smooth transition into the team.
  • Provide event management support as requested, including, but not limited to, conceptualizing and implementing plans, event budgeting, sourcing vendors, and overseeing event logistics
  • Organize and maintain digital files on the shared Google Drive
  • Support with basic spreadsheet updates and data entry, including tracking deadlines and updating contact lists.
  • Work closely and partner with the C-Suite EA while keeping them informed of projects, ongoing items, challenges, etc. 
  • Other duties as assigned 

 

Skills & Work Requirements: 

  • 5+ years of experience with executive level support
  • Ability to effectively manage a diverse range of projects from ideation to execution
  • Ability to effectively identify and mitigate project risks before they impact service delivery
  • Models a spirit of cooperation with team members, building a culture of collaboration and kindness
  • Ability to effectively work independently
  • Excellent communication and presentation skills
  • Excellent verbal and written communication skills
  • Strong analytical and critical thinking skills
  • Proven experience with team building 
  • Ability to maintain confidentiality at all times 
  • Some travel may be required 
  • Familiarity with intermediate Excel features (e.g., formulas, pivot tables, data sorting/filtering) is a plus.

Benefits:

  • Medical, dental and vision premiums are 100% paid for by the Company for yourself and your eligible dependents
  • $150/day travel premium when traveling for the Company
  • 4 weeks of accrued vacation
  • $100/month taxable wellness stipend
  • Plus more!

Salary Range

$56 - $79 USD

We are an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. We are committed to equal employment opportunities for all employees as well as providing them with a work environment free of discrimination and harassment.

Employment decisions are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, or any other status protected by the laws or regulations in the various locations where we operate.  We encourage applicants from all ages and backgrounds.

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